No Ticket Needed

Appearance

5 min fix 4 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Click the column header in your SharePoint list and select Filter by to narrow down the results. To save this view permanently, click the View dropdown in the top right (usually says 'All Items') and select Save view as.

How to Use List Views and Filters in SharePoint ​

Applies to: SharePoint Online (Microsoft 365)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

SharePoint lists store structured data — such as tasks, issues, inventory, or contacts — in a table format. Views and filters let you display only the data you need, sorted and grouped the way you want. This article shows how to create custom views, apply filters, and sort list data without needing admin rights.

Prerequisites ​

  • Access to a SharePoint Online site with at least one list.
  • Edit or Contribute permissions on the list (to create personal views).
  • No admin rights required.

Instructions ​

1. Apply a Quick Filter to a List ​

Narrow down the data displayed using column filters.

  1. Open the SharePoint list you want to filter.
  2. Click the column header of the column you want to filter (e.g., Status, Assigned To, Category).
  3. Select Filter by from the dropdown.
  4. Choose the values you want to display (e.g., check In Progress and Blocked, uncheck Completed).
  5. Click Apply.
  6. The list now shows only items matching your filter criteria.
  7. A filter icon appears on the column header to indicate an active filter.

2. Sort List Data ​

Rearrange items by a specific column.

  1. Click the column header of the column you want to sort.
  2. Select:
    • A to Z (or Oldest to newest) for ascending order.
    • Z to A (or Newest to oldest) for descending order.
  3. The list rearranges immediately.
  4. An arrow icon on the column header indicates the active sort direction.

3. Create a Custom View ​

Save a specific combination of filters, sorts, and columns for quick access.

  1. Apply the filters and sorts you want (Steps 1 and 2).
  2. Click the view name dropdown at the top-right of the list (e.g., All Items).
  3. Select Save view as.
  4. Enter a descriptive name for the view (e.g., My Open Tasks, Blocked Items, Q1 Reports).
  5. Choose Public view (visible to all list members) or Personal view (only you).
  6. Click Save.
  7. The new view appears in the view dropdown for quick access.

4. Choose Which Columns to Display ​

Show or hide columns in a view.

  1. Click the column header of any column.
  2. Select Column settings > Show/hide columns.
  3. Check or uncheck columns to control visibility.
  4. Drag columns to reorder them.
  5. Click Apply.
  6. Save the view to preserve your column choices (see Step 3).

5. Group Items by a Column ​

Organise list items into collapsible sections.

  1. Click the column header of the column you want to group by (e.g., Department, Status).
  2. Select Group by [column name].
  3. The list items are grouped into collapsible sections based on the column values.
  4. Click a group header to expand or collapse the section.
  5. To remove grouping, click the column header again and select Remove grouping.

Troubleshooting ​

TIP

Create personal views for your most common filter combinations. This saves time and ensures consistency when you return to the list.

Symptom / ErrorPotential CauseSolution
Cannot save a viewInsufficient permissionsYou need at least Edit or Contribute permissions on the list. Contact the list owner.
Filters are not showing expected resultsMultiple filters conflictingClear all filters first (click any filtered column > Clear filter), then re-apply one filter at a time.
View is missing from the dropdownView was deleted or is a personal view owned by another userRe-create the view using the steps above. Personal views are only visible to their creator.